Job Description

Job Summary

This job description describes the key aspects of an Office Assistant within our practice.

Within this position, you will have a chance to play a key role in supporting our dynamic, creative and inclusive workplace, allowing our multi-disciplinary London team to work seamlessly across our various departments. This role will require someone with strong interpersonal and communication skills who enjoys all aspects of client services. You should be personable, hands-on, proactive and efficient at providing well-rounded office support. This position will allow you to work closely with our Facilities Manager, supporting them with the smooth running of the studio and continuing to foster an agile working environment.

This is a full-time, in-office position working out of our 150 Holborn office in Chancery Lane. Expected start date is July 2025. This role is a 6-month Fixed-Term Contract with the view that it can be made permanent. While we are open to reviewing candidates at various levels, an ideal candidate will already have 1-2 years relevant experience working within a similar scale environment.

Responsibilities

Provide additional support to staff members and departments for on-site and off-site events where needed.
Providing an efficient and professional services to all the visitors and internal staff alike and respond positively to requests for information and assistance. Provide 360-support to Facilities Manager for special projects and all events. Provide ad hoc centralised administrative support to studio as needed. Liaise with staff to ensure all queries are responded to within practical time frames. Manage phone calls, emails and correspondence. Booking all visitors into the building online portal system. Managing and booking meeting rooms through Teams, Outlook and internal IT systems (ad hoc). Collaborate with Facilities Manager to prepare for visitors, events, conferences, travel arrangements requests and ensure efficient operations. Book taxis, deliveries, and couriers as needed. Setting up meeting rooms with refreshments and audio/visual equipment as required. Ensuring all meeting rooms are presentable, replenished and tidy after each meeting, including clearing away, restocking equipment, wiping tables and erasing whiteboards. Ordering and coordinating lunches and refreshments for client and staff meetings when needed. Keep the office clean, stocked and organised especially communal areas, meeting rooms and storage room. Manage office supplies inventory and place orders when necessary. Assist in setting up allocated spaces for Design Reviews, seminars, and other functions. Tidy up sample Library and provide ad hoc support for design teams when needed. Coordinate deliveries, mail and packages. Liaise with Facilities Manager on day-to-day office activities and report any incidents or requests. Follow company procedures for security and health and safety to maintain safe working environment. Adhere to company professional and ethical standards, maintaining confidentiality of sensitive information and client NDA. Provide additional support to staff members and departments for on-site and off-site events where needed.
Please note the above job spec is not exhaustive of your duties, and therefore may change over time as the business needs change.

To succeed in this role, your skills and experience should include:

Effective verbal, written communication and organisational skills.

Hands-on experience with office and being resourceful and proactive.

Ability to work autonomously and as a team and communicate effectively at all levels within the business.

Enthusiastic with willingness to learn and a team player.

Polite and courteous with a friendly, professional disposition.

Self-motivated and well organised- ability to handle multiple tasks and prioritize.

Flexibility to deal with a fast-paced, diverse environment and work calmly under pressure.

Flexibility is a plus regarding working hours and duties. Including being able to cover annual leave and unexpected absences.

Previous experience within a corporate, hospitality, admin and or customer facing role would be advantageous.

Role Specification :

Charismatic and professional.

Ability to work on own initiative and generate solutions.

Team player with can do attitude and passionate bubbly attitude.

Excellent customer services skills and professional friendly manner.

Given the varied nature of working within an agile working environment, you should be adaptable and be able to evolve your working style to manage day-to-day challenges.

First aid and fire warden desirable but training can be provided.

Be able to attend statutory training whenever required.

Minimum 1-2 years relevant experience.

Job Type: Full-time

Schedule:

Monday to Friday
Work Location: In person